Handbook for Electoral Registration Officers - Election Commission ...

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Chapter XII – Electoral Roll Data Entry & Computerization of ElectoralRollsDatabase Structure1. The Electoral Rolls, in the entire country, have been computerized and the entireroll is being maintained in a relational database which is updated during every revisionprocess. The database is organized into tables for which the structure has been prescribedby the Commission.2. For computerized electoral roll the database is stored in two set of tables, theControl Tables and the Elector Details’ table.3. The Control Tables define the relationships between the electoral units such asParliamentary Constituencies, Assembly Constituencies, Parts, Sections and theAdministrative units like districts, tehsils, villages, Panchayats, municipalities etc. Therevised structure for the database has been issued by the Commission in itsinstruction No. 23/Comp/Database/2008.4. Elector Details’ table, as the name indicates, provides the details of the elector.Control Tables5. Most of the details in the Control Tables are required for printing the details onthe part header. But, more importantly, they are required to enable the data integration ofthe database of all the electors in the entire State.6. During the draft publication, the control tables and the e-detail database is used toprepare the draft rolls in PDF format, which are printed and published. Subsequently,once the claims and objections are received and disposed, the accepted claims andobjections are entered in the system. Subsequent to the entry of this data, the Final Roll isprepared by incorporating the changes on the account of deletions (by showing astrikethrough on the entry in the mother roll in case of non photo roll and a mark stating“DELELTED” diagonally across the entry in the mother roll in case of photo roll) andmodifications (by actually incorporating the modification and appending a “#” markagainst the entry in the mother roll) and a Supplementary Roll showing list of additions,deletions and modifications separately. After the Final Roll is generated and printed, itshould be ensured that the deletions and the modifications as shown in the SupplementaryRoll are correctly carried out in the mother (modified draft) roll.7. For rolls to be properly generated, it is of utmost importance that the ControlTables are populated with extreme care and diligence. All the effort done by the EROsto ensure that all eligible persons are enrolled and ineligible are eliminated from therolls, can be upset if the control tables are not filled up timely and correctly. The ERO,DEO and the CEO should keep a close eye on this aspect and must not allow any mistakestherein. Normally this data is collected from the field (DEO’s responsibility)88
and entered by data entry operators (Vendor’s task) under the supervision of EROs. StateLevel Agency (SLA) provides the technical support and know-how.8. Every state has some variation in this aspect but it is important that there is close coordinationbetween the SLA who is the technical guide, the DEO who collects and passes the specific informationand the Vendor who is actually undertaking the data entry work.9. The Commission has identified and laid down the structure of the control tables. The ERO mustinquire and the DEO/CEO must, in turn, ensure that these control tables are filled up exactly as theCommission has prescribed. Some major tables are listed below:a. Three tables indicate the list of States, number of parliament and assembly constituencies i n t h es t a t e , l i s t o f p a r l i a m e n t c o n s t i t u e n c i e s , l i s t o f assembly constituencies and list of districtsin the State. These Three tables are:Table NameSTUTLISTDescription of TableList of States/ UTsAC_LISTList of Assembly Constituency andParliamentary Constituency in a same table with Districts MappingDISTRICTSList of Revenue Districtsb. Three tables have been provided to give the details of polling stations, parts and sections. There is onetable to give the details of Parts in an assembly constituency (giving details of villages/wards theycover),one table to give the list of polling station locations and the parts they service, one table toprovide the list of sections in the corresponding parts (giving details of the area covered by each section).These tables are:NEWPARTLISTPSBUILDINGSParts in Assembly ConstituenciesPolling Station LocationsSEC_DETAILcorresponding to a PartSections/Geographic Units within the areac. Ten tables list administrative units and their relationship with each other.These tables give the details of subdivisions, tehsils, blocks, villages, Panchayats, towns, police stations,post offices, Patwari Circle and RIs. These tables are:SUBDIVISIONSTAHSILSNNNList of Sub-DivisionsList of TehsilsList of Towns administered by Notified Area89
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streets, important buildings like p
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CHAPTER II - THE ADMINISTRATIVE MAC
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departments/offices can be appointe
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i. Drawing up a plan of action for
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Exceptions to the general principle
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knows or believes to be false or do
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5. Enrolment of students living in
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12. The scribes preparing the manus
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& 1.1b) and a full print out of a p
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applications should be dealt with i
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should be able to guide that person
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the same constituency or the distri
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(BLA) for roll revision on the patt
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69. Under Rule 11(c) of the RER, 19
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publishing it finally in Annexure 2
Page 38 and 39: CHAPTER V - CLAIMS AND OBJECTIONS D
Page 40 and 41: Receipt of the Claims and Objection
Page 42 and 43: (v)(vi)(vii)(viii)(ix)(x)(xi)claima
Page 44 and 45: Additionally, the ERO shall seek fr
Page 46 and 47: 41. ERO should insist on the presen
Page 48 and 49: seeking to have his name enrolled i
Page 50 and 51: 62. Under the provisions of sub-sec
Page 52 and 53: may wish to adduce in support of yo
Page 54 and 55: *If the notice is issued after draf
Page 56 and 57: draft roll. The final roll (Supplem
Page 58 and 59: 17. In the election year, there sha
Page 60 and 61: the same manner after a period of 3
Page 62 and 63: CHAPTER VII - SPECIAL REVISION1. Se
Page 64 and 65: CHAPTER VIII - CONTINUOUS UPDATION
Page 66 and 67: 15. By 7th of the following month,
Page 68 and 69: give a declaration that either his
Page 70 and 71: enclose with the appeal the receipt
Page 72 and 73: Chapter IX - Electors Photo Identit
Page 74 and 75: 11. This digital image data of the
Page 76 and 77: 21.In cases where EPIC has been iss
Page 78 and 79: CHAPTER X - ENROLMENT OF SERVICE VO
Page 80 and 81: 16 Even if there is no service vote
Page 82 and 83: 34 According to the standing instru
Page 84 and 85: 52 The updation (changes) in servic
Page 86 and 87: 3. (i) According to Rule 8A of Regi
Page 90 and 91: Councils or MunicipalitiesVILLAGESL
Page 92 and 93: SI. No.Report Name1. Summary Inform
Page 94 and 95: Report 7b: Block and Panchayat wise
Page 96 and 97: additional information in form 6A a
Page 98 and 99: 5. The members to represent Local A
Page 100 and 101: iii) Every subsequent correction in
Page 102 and 103: Form and Language of Electoral Roll
Page 104 and 105: Teachers Constituency38. The educat
Page 106 and 107: inviting their attention to the pub
Page 108 and 109: Penalty for making false declaratio
Page 110 and 111: (b) corrections carried to the entr
Page 112 and 113: ANNEXURE 1.1 a1 CHAPTER I, PARA 331
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Page 116 and 117: ANNEXURE 1.1bCHAPTER I, PARA 33Elec
Page 118 and 119: ANNEXURE 1.2bCHAPTER I, PARA 34Elec
Page 120 and 121: ANNEXURE 1.3bCHAPTER I, PARA 36120
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Page 124 and 125: Sl.No.ANNEXURE 1.6CHAPTER I, PARA 4
Page 126 and 127: Sl.(1) (2) (3)No.11. Jharkhand All
Page 128 and 129: Sl.No.(1) (2) (3)86-Nanded North,87
Page 130 and 131: Sl.No.27. Uttar Pradesh(1) (2) (3)3
Page 132 and 133: 132Statistical Information as per L
Page 134 and 135: 134No. & Name of Assembly Constitue
Page 136 and 137: 136completionconstructionof
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138Statement - 3[3] Statistical Inf
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140No. & Name of Assembly Constitue
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A mechanism to inform the complaina
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throws up possible duplicates, whic
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DistrictAC No. & NameGender Ratio o
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Annexure 2.4Chapter II, Para 12 (xv
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Photo Coverage in Current RollsForm
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ANNEXURE 4.1CHAPTER IV, PARA 5DECLA
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ANNEXURE 4.3CHAPTER IV, PARA 21FORM
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(3) Specimen signatures of Shri …
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IV. DeclarationI hereby declare tha
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**Address……………………
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If you already have been issued wit
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(Copies of the relevant pages of th
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GUIDELINES FOR FILLING UP THE APPLI
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$ Applicants may indicate their sex
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GUIDELINES FOR FILLING UP THE APPLI
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ANNEXURE 5.3CHAPTER V, PARA 8FORM 8
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[FORM 8 Contd…..][[This page shou
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5. SexWrite your sex in full in the
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ANNEXURE 5.4(CHAPTER V, PARA 9)FORM
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[FORM 8A Contd…..][[This page sho
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ANNEXURE 5.5(CHAPTER V, PARA 10)DEC
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ANNEXURE 5.7CHAPTER V, PARA 22 (v)D
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List of Applications for objection
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Designated locationidentity(where a
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Duplicate(Office Copy)ANNEXURE 5.13
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Duplicate(Office Copy)ToANNEXURE 5.
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ANNEXURE 5.15(CHAPTER V, PARA 34)Fo
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ANNEXURE 6.1(CHAPTER VI, PARA 9)For
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ANNEXURE 6.3CHAPTER VI, PARA 22FORM
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Completion Instructions for Form 6
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Decision Taken Date of decision If
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Date of Displayof Notice inPrescrib
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REGISTER OF CORRECTION APPLICATIONS
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Completion Instructions for Form 8A
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REGISTER OF TRANSPOSITION APPLICATI
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Specifications for EPICs - Other Pa
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ANNEXURE 9.2CHAPTER IX, PARA 25226
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ANNEXURE 10.2CHAPTER X, PARA 27DECL
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STATEMENT SHOWING DETAILS OFFORMS B
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THE REGISTRATION OF ELECTORS (SECON
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ANNEXURE 11.4CHAPTER XI PARA 7Form
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1.Municipal Corporations2.Municipal
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ANNEXURE 13.3CHAPTER 13 para 42FORM
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